Managing Publication Authors

When adding or managing authors for publications, site editors have access to both an inline entity form within the publication creation page and a dedicated management page for author profiles. This guide walks you through the process of adding new authors and managing existing ones.

Adding an Author via the Publication Form

Authors can be added directly while creating or editing a publication. Here’s how:

1. Navigate to the Publication Creation Form:
   • Go to Content > Add content and select Publication from the list.
   • Scroll down to the Authors section within the form.
2. Fill in Author Details:
   • First Name: Enter the author's first name.
   • Dropping Particle: If the author's last name includes a part that is dropped in casual references (e.g., van in Ludwig van Beethoven), add it here.
   • Non-dropping Particle: For particles that stay with the surname in all references (e.g., van in Vincent van Gogh), add it here.
   • Last Name: Enter the author’s last name.
   • Suffix: Enter any suffixes like Jr., Sr., III, PhD, etc.
   • Literal: Use this field to add a full, literal name if required (e.g., Wilma Wildcat, Ph.D.).
   • Link: If applicable, provide a link to more information about the author (e.g., an internal or external page).
   • Person: Optionally, link the author to a person profile already existing on the site.
3. Complete the Form:
   • After filling in the required information, click Create author to add the author to the publication.
4. Add Multiple Authors:
   • If the publication has multiple authors, use the Add another item button in the Authors section to include additional authors.

Managing Authors

Authors are managed through a dedicated interface where you can add new authors or edit existing ones:

1. Navigating to the Author Management Page:
   • Go to Structure > Authors or directly to /admin/structure/az_author.
   • This page lists all the authors associated with publications.
2. Editing an Author:
   • From the author management page, click the Edit button next to any author's name to modify their details, such as name, suffix, or link.
3. Adding a New Author:
   • Navigate to Structure > Authors > Add author or go directly to /admin/structure/az_author/add.
   • Fill in the author’s details using the same fields as described in the inline entity form process.

Best Practices

• Consistency: Always check if an author already exists in the system before creating a new entry. This helps avoid duplicates and maintains uniformity.
• Correct Attribution: Ensure the order and role of each author are correct for proper citation and display on the site.
• Use of Literal Names: When the author’s name needs to be displayed in a specific way, such as including both a full name and title, use the Literal field.